Successfully Implementing T&E Globally

Transcription

1 Sven Ringling Hannah Smith Successfully Implementing T&E Globally 1 iprocon: Better HR

2 Agenda Rollout Strategies Lessons Learnt from Customer Projects Implementation Top Tips 2

3 Rollout Strategies SaaS rollouts are often quicker and more technically focused than previous experiences of comparable on premise T&E solutions New TMC Partner Company Card Vendor Integration Concur Implementation Side projects such as new TMC implementations, Company Card rollouts and Concur to ERP system interfaces running in parallel create further projects pressures Implementation support partners to support your implementation and leverage additional benefits during, and after, go live 3

4 Standard Concur Project Plan Onboarding and Kick-off 3-4 Months Analysis and Design Workbook Configuration Test and Validation Go-Live 4

5 What Often Happens in the Real World I ll send to the meeting Onboarding whoever happens and Kick-off to have some time today Workbook Configuration Unrealistic Project Plan Low availability later I don t understand the Workbook. Will just put Analysis and Design something in for now. How do others do this? Testing? What? I don t understand this Test and Validation system and it s not what we need anyway No strategy or process advice Design too close to as-is No benefit Users often can t cope with testing Go-Live 3-4 Months 5

6 Agenda Rollout Strategies Lessons Learnt from Customer Projects Implementation Top Tips 6

7 Customer Project Experience: ITC Industry Process Scope: Travel booking w. Workflow Expense w. Workflow Analytics Audit service Employee Scope: 1500 employees 9 countries Plus contractors Plus candidate expenses Time: Executive deadline 12 weeks to first bookings 13 weeks to first postings 15 weeks to interface automation Context: Change TMC 1 week into project Integrate SAP FI/CO and Cloud HCM Rollout corporate card programme Re-launch project stuck in very early stage 7

8 Stakeholders Travellers (frequent and occasional) Line Managers PAs Travel Agency (reduce booking fee!) Procurement Accounting / Tax Legal Union reps/ data privacy Event / Training Department Recruiting Sales, on-site Customer Service Audit 8

9 Whom Should the Process Serve? Workforce Empowerment, where possible Support, where needed Efficient Admin Process Motiviation to make the right decision for the organisation Travel Team / Procurement Set Constraints Provide Help Monitor and Intervene Analyse and Optimise Expenses / Accounting Reduce Admin work Paperless Compliance Analyse and Optimise 9

10 Project Challenges Contract Does your legal team understand the SaaS-Model? How is the subscription fee calculated? Concur is not always easy to deal with during contract stage Scope So much more than SAP Travel Management Project speed Can your team keep up? Letting go Empowering employees When are approvals really needed? 10

11 Agenda Rollout Strategies Lessons Learnt from Customer Projects Implementation Top Tips 11

12 Success Factors Scope 12 Clear definition aiming at added value Planning & Resources Plan all stages realistically considering side projects You may need extra help e.g. testing, translations, training, reporting Project Management Escalate early, if implementation team doesn t deliver your requirements Train key users and testers properly Post-Go-Live Support You need advanced configuration training for full access

13 Implementation Tips: Scope Your current SAP Travel Management Scope is a bad starting point Focus in SAP purely on admin aspects You should focus on savings, business value, intelligence, and empowerment instead Concur Expense without Travel leaves many synergies untapped Consider additional services such as: Audit Service VAT reclaim TripIt and ExpenseIt apps Messaging (duty of care) Expense billing Etc. 13

14 Which Trips to Include Candidates Contractors Guests Travellers Trips Meetings Events/Exhibitions Private Car / Company Car Meetings without Travel Office consumables Books Trips Only? 14

15 Implementation Tips: Project Management Don t underestimate resource requirements Concur covers the purely technical deployment only This probably doesn t cover what you are used to from SAP implementation partners You may need extra resources for: Review of your process, policy, and reporting needs Communication Contract negotiations Training Test support Technical implementation can be very quick however: don t leave the people behind 15

16 7 Key Points to Take Home 16 Customers often misunderstand what they get from the Concur implementation team and what they need to do themselves Leave enough time for contract negotiation with Concur The business case for Concur is made up of process efficiency, direct savings, and added value Don t focus on back office only. To create real business value, make Travel & Expense a great service for your mobile workforce. Integration with third-party apps and services enhance the traveller experience and make the process more efficient There are a lot of new features in 2016 that make Concur much more attractive for European customers

17 Where to Find More Information (cont.) Request a demo via remote session for European Customers: Concur groups on LinkedIn General Concur Client User Group Group for SAP and Concur 17

18 Questions? 18